1737 Woodward Drive, Ottawa, Ontario K2C 0P9
(613) 230-2100 Fax: (613) 230-3454
The Regional Group of Companies Inc. administers payments in lieu of taxes (PILT) for
Canada Post Corporation.
Following is information to assist in completing the “on-line” version of the PILT
application.
Log In
Using the “Vendor Number” and password that was sent previously, log into the system.
If this information is missing, use the “contact us” link on the home page to identify
yourself and request this information.
You can also request a change to the password using this link.
Property List
Page 2 (two) of the web site provides a list of properties associated with your Vendor
Number. In most cases, each Vendor will only have one related property, and by clicking
on the “link”, a detailed page will appear.
Application Form
The application form reached by clicking on the link from the Property List page contains
the same information as the downloadable forms, and is pre-populated with some data.
Year of Claim
Note, there are (8) eight mandatory fields, starting with the Year of Claim. In most cases,
this will be the current year. However, in provinces where tax bills are for the period of
time from mid-year to mid-year, i.e. July 2004 to June 2005, use as the year of claim, the
earliest date, which in the preceding example would be 2004.
Tax Class
This field identifies the tax rate class, i.e. commercial, residential, etc.
Assessment
Enter the assessment for the property. In most instances, both land and building values
will be in your records, and after inputting, the total will be calculated. If only the total
assessment is known, insert this amount under “Building only” and the total will appear
in the “Total” column.
For provinces where assessments are factored, a separate row will appear providing space
for the factor, and the factored assessment will be calculated.
Tax Rates
Three columns are provided for tax rates. In some instances, municipalities will have
rates that apply to the land portion only, others for the building, and the balance for the
total assessment only.
The right hand column is for rates that apply to the total assessment only, and should be
used for most properties.
Please indicate rates as a percentage and itemize them as they would appear on either a
sample tax bill, or within the taxing bylaw of your municipality. Itemization is necessary
in order to verify calculations and compare with source documents.
Totals of tax rates, in the individual columns, will appear at the bottom of the respective
columns.
Tax Rate references can be inserted in the left hand column to identify the tax rates.
For provinces with tax (mill) rate factors, an additional column is provided where
individual tax (mill) rate factors can be inserted for each tax rate.
Minimum Taxes
Some provinces have a minimum tax, as a fixed dollar amount, as opposed to a tax rate.
If this applies, insert the amount, along with a description of the minimum tax in the
column under the heading “Type of Service Charge” in the section towards the bottom of
the page titled “Service Charges”.
Multiple Properties and/or unusual PILT calculations
In instances where multiple CPC properties exist in any municipality, one on-line form
for each property must be completed. Alternatively, a spreadsheet showing multiple
properties and PILT requested may be attached using a field under “Documents to be
Attached”.
In situations where PILT calculations are more complex than provided for in the on-line
form, complete and attach a spreadsheet showing calculations.
Total PILT
After inserting the assessment and tax rates fields, the total PILT requested will be
calculated. If this does not equal the expected amount, recalculate. There may be a
rounding difference due to the type of software, and in this type of instance, insert your
calculated PILT Requested in the manual input field, which is below the calculated
“Total PILT” field.
Documents to be Attached
Documents to be attached can include any electronic files.
Required Documentation
In order to complete processing of an application, in addition to filling in the form,
documentation will be needed in support of the tax rates. Send either a copy of the taxing
bylaw indicating all rates cited in the application, an actual or sample tax bill, or another
official document showing all tax rates. These can be sent as an attachment, or by mail
or fax. Mail and fax contact information is shown above.
Declarations
There are two declarations on the form.
responses.
Review these, and select the appropriate
Service Charges
In addition to payments in lieu of property taxes, application may be made for payments
in lieu of fixed rate charges, which are based on frontage or area. This section of the
form may be used to indicate the type of charge and the amount. Supporting
documentation is to be attached/sent in the same manner as above.
Print a Copy
Prior to “clicking” on the submit button, print a copy of the form for your records, using
the print function on your web browser.
Vendor Contact Information
Remaining required fields are at the bottom of the form. Complete these and click on the
“submit” button.
Questions
Please forward any questions via email by using the “contact us” link on the home page.